Library Collection Policy Statements

Interlibrary Services Policy | Preservation Priorities

INTERLIBRARY SERVICES POLICY

I. Principles

The Interlibrary Services unit of the Access Services Department supports the mission of the University of Hawaii at Manoa Library (the Library) by providing enhanced access to library materials and information. The purpose of Interlibrary Services is to obtain materials not available in the Library and to provide material from the Library's collections to other libraries and entities.

Interlibrary services are an adjunct to, not a substitute for, the Library´s collection development policies. In meeting user needs, the Library will exhaust local resources first, including its own collection and those of neighboring libraries where possible, before requesting items through interlibrary services. Items in frequent or recurring demand will be considered for purchase. Likewise, items deemed to encompass "target areas of research excellence" as specified by the University of Hawaii Strategic Plan 1997-2007 (1996) will be considered for purchase.

The library will keep its interlibrary services policy up to date and make it available to users and other libraries or entities upon request.

II. Definitions

Interlibrary loan is a transaction in which the Library borrows materials directly from another library or other entity on behalf of a user, or another library or entity borrows materials from the Library on behalf of its patron.

Document delivery is a transaction in which the Library obtains reproductions of library materials from another library or other entity on behalf of a user, or another library or entity obtains reproductions of library materials from the Library on behalf of its patron. The reproductions may be in any of several formats and may be transmitted in any of several methods. For the purposes of this document "interlibrary loan" may also be understood to mean "document delivery".

Use of the word "library" or "libraries" in this document means libraries of all types, including public, academic, special, school, business, learning resource center, and audiovisual centers.

III. Conditions of Service

The Library endorses the principles relating to interlibrary services included in the International Federation of Library Associations (IFLA) International Lending: Principles and Guidelines for Procedure (1987), the American Library Association (ALA) National Interlibrary Loan Code for the United States (1993), United States Copyright Law (17 U.S.C. 108), CONTU Guidelines (National Commission Of New Technological Uses Of Copyrighted Works, Final Report, 1979), and federal and state laws governing confidentiality of records.

Systematic reproduction of copyrighted materials is not permitted. However, for interlibrary loan purposes where there is no intent to substitute reproduction for a subscription to or purchase of a work, certain reproduction is considered fair use under U.S. Copyright Law.

U.S. Copyright Law governing the reproduction of copyrighted works by libraries is summarized as follows:

1. §108(b) states that libraries can reproduce "no more than one article or other contribution to a copyrighted collection or periodical issue" per user per year without paying appropriate royalties. This concept is known as the "rule of two".
2. A library may request an item that it currently owns through interlibrary loan if its copy is currently unavailable (e.g. at the bindery, lost, on order, etc.).
3. The requesting (borrowing) library must maintain records of all fulfillments for reproductions for three years after the conclusion of the calendar year in which the requests were made.
4. The material must contain a clear notice of copyright.

CONTU Guidelines are summarized as follows:

III. During a calendar year, no more than five copies total may be requested and reproduced from any single periodical title (NOT single issue) published within the current calendar year and the previous four calendar years without paying appropriate royalties. The concept is known as the "rule of five". Periodicals older than five years are not addressed by the guidelines, but they are not to be considered fair game for unlimited copying.

IV. Transmission of full-text articles from subscribed databases is permissible per license agreements. The restrictions that relate to printed materials apply to the electronic surrogate.

IV. Interlibrary Services - Borrowing

A. Eligibility for Services

Interlibrary services are offered to UHM students, faculty and staff. Non-affiliated users may request similar services from the Library External Services Program.

B. Types of Materials Obtained

The Interlibrary Services staff will request materials not owned by the Library or missing from the Library's collections, or materials owned by the Library that are in the process of being repaired and are temporarily unavailable. Materials that will not be requested include items owned by the Library and temporarily in use or on reserve in the library, and electronic full-text information available to the Library via licensed databases, the Internet, or other means.

Most libraries will not ordinarily lend the following types of materials, and thus users should not likely expect to obtain them:

IV. Rare or valuable material, including manuscripts

V. Bulky or fragile items that are difficult or expensive to ship

VI. Materials in high demand at the lending library, such as new books

VII. Materials that do not circulate, such as reference

VIII. Unique material that would be difficult or impossible to replace

IX. Periodical issues

X. Audiovisual materials

XI. Computer software

C. Submitting Requests

Requests for materials may be submitted at any public services contact point: the circulation counter, at reference desks, via the Library's World Wide Web pages, via email, or via fax. Forms are available for placing requests. Requests for document delivery must include indication of compliance with U.S. Copyright Law.

The library submits requests to possible fulfillment sources in standardized bibliographic and interlibrary formats (IFLA and ALA) using resource sharing networks (OCLC, Docline), Ariel, fax, email, and web forms.

D. Turnaround Time

Service will be provided as quickly as possible. Turnaround time varies depending upon the lending library and the materials requested. Patrons will be notified by telephone or by mail if the patron does not have an email account available.

E. Conditions of Use

The Library will strictly observe any conditions for use of loaned materials that are imposed by a lending library.

F. Charges

The Library does not charge eligible users a fee for interlibrary loan. The Library charges eligible users a nominal, partial cost-recovery fee for each fulfilled document delivery request. In some cases a user may request that the Library purchase a reproduction of materials, such as a dissertation, which is either not subject to copyright restrictions or the document supplier pays royalties to the copyright holder. In these cases, the Library will charge the user the negotiated rate charged by the document supplier.

G. Responsibility

The Library will endeavor to collect any charges for overdue materials, loss, or damage from the user who requested and received the materials. However, the Library will be responsible for materials borrowed on behalf of its users, from the time the material leaves the lending library until it is returned there. The Library agrees to pay for overdue charges, damage, or loss of materials borrowed on interlibrary loan.

H. Statistics

The Interlibrary Services - Borrowing unit will maintain records of transactions in order to inform users of the status of their requests and to comply with U.S. Copyright regulations.

V. Interlibrary Services - Lending

A. Eligibility for Services

This service is offered to other libraries and entities that abide by the conditions set forth in Section III of this policy.

B. Types of Materials Available

The Library endeavors to make available the broadest range of materials for interlibrary loan and document delivery, with the following exceptions:

I. Materials limited for distribution or reproduction by licensing agreements
II. Materials designated as non-circulating (reference, periodicals, newspapers, rare)
III. Audiovisual materials housed in the Wong Audiovisual Center, Sinclair Library.
IV. Equipment, furniture, and office supplies.

At the discretion of the library, a reproduction in either electronic or paper format may be used as a substitute for the lending of original materials. This is carried out within applicable copyright guidelines.

The library also reserves the right to refuse to lend other materials not explicitly stated herein, or to ask a borrowing library to restrict use of materials lent.

C. Submitting Requests

Requests for interlibrary services submitted to the Library are accepted via downloaded, formatted resource sharing networks (OCLC, Docline), and via telephone, mail, fax, or email. Rush requests are accommodated as time and staffing permit.

D. Turnaround Time

The Library will endeavor to provide the most rapid possible turnaround on most requests, usually responding within two (2) days.

E. Conditions of Use

The circulation period for items lent on interlibrary loan will be the same as that for regular circulation. Items are due at the borrowing library on that date and will not be considered overdue at this Library for two (2) weeks after the due date. Two (2) renewals will be granted unless the material is needed by another user of the Library.

F. Charges

The Library charges for lending or reproducing materials at the rates established by the Board of Regents of the University of Hawaii. The charges include mailing or other delivery costs if applicable, and any additional charges for rush service. The fiscal operation of Interlibrary Services - Lending is administered by the Library External Services Program, also a unit of the Access Services Department.

G. Responsibility

The Library will endeavor to collect any charges for overdue materials, loss, or damage from the user who requested and received the materials. However, the Library will be responsible for materials borrowed on behalf of its users, from the time the material leaves the lending library until it is returned there. The Library agrees to pay for overdue charges, damage, or loss of materials borrowed on interlibrary loan.

H. Statistics

Interlibrary Services - Lending will maintain records of transactions in order to inform requesters of the status of their requests and to report activity and fiscal details as required by the Library.

VI. Contact Information

University of Hawaii at Manoa Libraries
Interlibrary Services
Hamilton Library, Room 113
2550 The Mall
Honolulu, HI 96822
(808) 956-8568, libill@hawaii.edu [Borrowing]
(808) 956-5956, esp@hawaii.edu [Lending]
(808) 956-7109 [Fax]

VII. Policy Review

This Policy will be reviewed and revised as necessary. Policy last revised March 2001.

PRESERVATION PRIORITIES

Preservation of the UHM Library collections is part of the strategic plan. To fulfill its mission as an academic research library, the UHM Library preserves and makes available collections in diverse formats. One of the Library's strategic goals is to "enhance and preserve Library collections in all formats." Caring for Library collections requires the involvement of all Library staff (including Preservation) from the moment of collections are acquired they need to be properly housed, and maintained by an ongoing commitment to preservation and collection management.

Overall Preservation Priorities for UHM Library Collections

• Stable environment / Environmental monitoring

• Maintaining the air conditioning 24 hour-a-day basis is the bare minimum requirement for preserving the library collections. The goal is to maintain a stable temperature and humidity. Fluctuations in temperature and humidity increase damage to library materials.
• Since the Library stacks, study areas, and staff work areas share the same AC system it is impossible to maintain an ideal temperature for library materials. To meet minimum preservation standards the Library temperature should not be higher than 68-70 degrees Fahrenheit, and relative humidity 62%-65%.
• The Rare Book Vault, the Microfilm collection area, and the Archival collection area require colder temperatures and lower relative humidity.
• The Preservation Department monitors problem areas in the stacks with hygrothermographs. A more effective approach to monitoring the library stack areas would be a combined monitoring system of hygrothermographs and dataloggers. Hygrothermographs provide ease in visual monitoring over the period of a week. Dataloggers electronically record changes in temperature and humidity that can be downloaded for reporting purposes.

• Disaster preparedness

• The UHM Library Collection Disaster Response Plan was revised in July 2001. There is an on-going need to have a Collection Disaster Response team.
• The UHM Library needs to review collection disaster prevention for hurricanes. The Library needs to develop a method to block the windows in collection areas with boards in case windows are blow out. One method would be to build wood frames inside the Library where boards could be screwed into place.
• Wei-To freezers and shipping container freezer are essential to effective disaster response. The greatest risk for water-damaged materials is mold growth. By freezing wet books mold growth can be prevented. The Wei-To freezers allow the Library to freeze dry small numbers of wet books.

• Security

• The adhesive on security strips can damage rare and fragile items. Preservation has been working on adapting security strips and placing them in non-circulating rare / valuable materials so the items are not damaged.
• There are rare materials in the Hamilton, Asia and closed shelves collections. There is not adequate security for this material.

• Pest Management

• There is an on-going need to treat incoming gift materials by freeze extermination.
• Since the Library cannot maintain all collections at ideal temperature and humidity for preservation, the collections need to be monitored, treated for pest infestation, and cleaned for mold on a regular basis.
• Most of the older Library collections have been housed in improper conditions that contribute to their deterioration. This includes the serials presently housed in Sinclair. The life span of these materials has been shortened by improper storage conditions. There is an increase in damage due to brittle paper, pest damage, and on-going reoccurrences of mold.

• UV light damage

• Ultra-violet light from fluorescent lights and windows is seriously damaging the covers of books in all areas of the library. The UV light causes the case materials to break down, and spines fall off.
• Lights need to be turned off when the Library is closed.
• UV protection should be provided for special collection areas that have lights on during the library open hours, including Hawaiian, Pacific, East Asia Special Collections, and Closed Shelves.

• Library Stacks Maintenance

• Stacks maintenance is an essential to preservation of the collections.
• Books should be easy to remove from the shelf. They should not be held tightly in place by bookends or jammed on the shelf.
• Shelf height requirements must be consistent throughout the Library or changes made in the guidelines for folio. Placing books on the shelf text block down causes damage to materials.
• Folio shelving is not adequate. Folio materials require wider shelves, and items that are double folio must be housed flat, no more than 3 volumes to a shelf.
• Improving the storage of the Library circulating collection saves the Library replacement costs and bindery costs.

• Assessment of library collections

• Damaged books need to be sent to Preservation for treatment. Routine training in identifying damaged materials that will benefit from Preservation treatment needs to take place with CIRC, STACKS and Special Collections students every semester.
• Identifying books that require hinge-tightening saves the Library money. These books look like their covers are loose.
• Sinclair journals have been stored inadequately in a non-airconditioned environment since 1991? Before transferring these materials to Hamilton, they need to be reviewed by selectors and preservation.
• Assessment of collections (including Rare, Book Arts, Juvenile, Wist, Creole, Social Movements collections) and identification of damaged materials for treatment
• Assessment and development of preservation procedures for collections of original film, video and photographs.

• Preservation Treatment: Bindery

• Preservation Department staff and students make decisions on appropriate bindery method for materials. Commercial binding is an appropriate way to provide protection for library monographs and serials. Volumes with brittle paper cannot be sent to the bindery.
• Materials are quality checked when they are returned from the bindery before they are sent to the shelves.

• Preservation Treatment: Collection Care Treatment

• ASIA style Binding and treatment
• Conservation treatment for insect damaged ASIA materials
• Improve holding maintenance for archival materials including documents, architectural drawings

• Preservation Treatment: Reformatting

• Microfilming insect damaged ASIA Materials
• Microfilming Hawaiian and Pacific newspapers
• Develop Library policy for preserving and managing digital resources.

Preservation Procedures for Archival Audio Tape Collection

• Procedures for processing new collections of archival audio tape to current national preservation standards.

• Make master on open reel (analog) and CDR (digital). Open reel is considered the most stable format; making a CDR master has less generational loss. At this point CDR should not replace open reel as the master, but be considered a back up.
• Make use copy on CDR (digital).
• Cost estimate per tape (supplies $28 + student time).
• Work to be done in-house at Wong-AV. If tape is deteriorated and has great historical value it will be sent to an audio tape expert for evaluation.

• Procedures for stabilizing existing archival audio tape collections to current national preservation standards.

• Preservation Department will complete a condition survey of archival audio tape collections.
• Important to identify any audio tapes made before 1995, and any tapes master to DAT (Digital Audio Tape). DAT is not archival and tapes should be re-mastered ASAP.
• Write preservation plan for each collection, i.e. when items should be re-mastered.

Preservation Procedures for Microfilm Copy Condition Survey

• Procedures for identifying deteriorating acetate base microfilm.

• Identify and test acetate base film for deterioration. Deteriorating acetate film releases a vinegar-like smell. This off-gassing has a domino effect and will cause film in the surrounding area to deteriorate. This testing will be done by the Preservation Department.
• Deteriorated film will need to be withdrawn. Selectors will review the materials and recommend replacement of microfilm based on: importance of individual titles, use and condition.
• The microfilm use copies are housed in boxes made out of acidic board. Acidic board also off-gasses as it deteriorates and is a factor in the deterioration of microfilm. All acidic boxes need to be replaced with archival quality boxes.

Date compiled: 12/00 Compiler: Lynn Davis